TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, including any necessary amendments, with AMS.NET, of Livermore, CA, to provide and install telecommunications equipment for the Library Services Department, in the amount of $88,151, authorize a 20 percent contingency in the amount of $17,631, for a total contract amount not to exceed $105,782; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $105,782, offset by funds available. (Citywide)
DISCUSSION
The Technology and Innovation and Library Services Departments are overseeing the process to install telecommunications equipment at seven libraries, including Alamitos, Bay Shore, Bret Harte, Brewitt, Dana, Los Altos, and the new Main Library to provide high-speed broadband access to library patrons with partial funding from the Schools and Libraries Division (SLD) of the Universal Service Fund through the E-Rate Program.
The E-Rate Program is administered by the Universal Service Administrative Company (USAC) under the direction of the Federal Communications Commission (FCC), and provides discounts to assist schools and libraries in the United States obtain affordable telecommunications and Internet access. The E-Rate discount is based on the Free/Reduced Lunch eligibility of the surrounding school district. Approximately 69 percent of Long Beach Unified School District students are eligible for Free/Reduced Lunch under the National School Lunch Program. This translates to an E-rate discount of up to 80 percent based on the SLD discount matrix for the City of Long Beach (City).
With the help of EdTechnologyFunds, Inc., a leading E-rate consulting specialist, the City applied to the E-Rate Program for the purchase and installation of telecommunications equipment including core routers, network switches, and Wi-Fi access points. In May 2017, EdTechnologyFunds solicited proposals, on behalf of the City, from various E-rate approved vendors as required by the E-Rate Program and received three proposals in response to the solicitation. AMS was chosen for their ability to meet the project requirements specified in the RFP. AMS’s proposal also provided the best value overall for the City. In addition to the purchase and installation of the equipment, AMS will also configure, integrate with the City/Library network, test, and document the process.
City Council authorization is requested to execute a contract with AMS based on the solicitation conducted for the E-Rate Program. The cost for AMS to purchase and install the core routers, network switches, and Wi-Fi access points for the Library with the E-rate discount is approximately $88,151. This network communications need was included in the equipment category of the critical technology infrastructure needs presentation to the City Council on December 5, 2017.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on March 13, 2018 and by Budget Analysis Officer Julissa José-Murray on March 16, 2018.
TIMING CONSIDERATIONS
City Council action is requested on April 3, 2018, to ensure a contract is in place expeditiously.
FISCAL IMPACT
The contract, including a 20 percent contingency, will not exceed $105,782. Because this additional cost for the new Civic Center project is unbudgeted, an appropriations increase of $105,782 in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) is included in the recommendation. The source is General Services Fund funds available, which is consistent with the funding plan detailed in the December 5, 2017 critical technology infrastructure needs presentation to the City Council. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH AMS.NET INC., WITHOUT ADVERTISING FOR BIDS, IN AN AMOUNT NOT TO EXCEED $88,151 FOR THE PURCHASE AND INSTALLATION OF TELECOMMUNICATIONS EQUIPMENT FOR THE DEPARTMENT OF LIBRARY SERVICES
Respectfully Submitted,
LEA ERIKSEN
INTERIM DIRECTOR OF TECHNOLOGY AND INNOVATION
GLENDA WILLIAMS
DIRECTOR OF LIBRARY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER